Job Summary
Position Summary:
The Department of Pediatrics at the University of Utah Spencer F. Eccles School of Medicine has an immediate opening for an Executive Assistant. The Executive Assistant to the Department Chair provides high-level executive, administrative, and operational support to the Chair of the Department of Pediatrics. This position serves as a key member of the Office of the Chair and is responsible for managing the Chair's complex schedule, coordinating executive-level meetings and communications, supporting departmental leadership activities, and ensuring the Chair is prepared for institutional, clinical, academic, and external commitments.
The Executive Assistant works with a high degree of independence, discretion, and judgment and regularly interacts with senior leaders across the University of Utah, Spencer Fox Eccles School of Medicine, University of Utah Health, Intermountain Children's Health/Primary Children's Hospital, departmental leadership, faculty, trainees, community partners, and external organizations.
This role requires exceptional organization, communication, professionalism, confidentiality, and the ability to anticipate needs, manage competing priorities, and ensure appropriate follow-through on behalf of the Chair and the Office of the Chair.
The University of Utah offers a comprehensive benefits package including:
- Excellent health care coverage at affordable rates (see the Summary Comparison for more information)
Additional benefits information is available at https://benefits.utah.edu/.
Responsibilities
Essential Functions:1. Executive Calendar & Priority Management - 30%
- Manage the Chair's complex and dynamic calendar, ensuring effective prioritization of time and alignment with departmental and institutional responsibilities.
- Manage scheduling for recurring and ad hoc meetings involving departmental, institutional, clinical, and external leadership.
- Coordinate meetings with School of Medicine leadership, University of Utah Health leaders, Intermountain Children's Health/Primary Children's Hospital leadership, Division Chiefs, Chief Residents, medical directors, faculty, mentees, and other key partners.
- Maintain recurring monthly, weekly, quarterly, and annual meeting schedules.
- Evaluate scheduling requests, identify conflicts, and appropriately prioritize competing commitments.
- Anticipate scheduling needs and proactively reserve time for preparation, travel, deadlines, and other obligations.
- Coordinate Chief Resident check-ins and related events.
- Maintain awareness of upcoming departmental and institutional events that may require the Chair's participation.
- Conduct regular calendar and priority reviews with the Chair to identify upcoming obligations, deadlines, approvals, and preparation needs.
2. Executive Meeting & Leadership Coordination - 20%
- Coordinate meetings, retreats, and leadership activities led by or involving the Department Chair.
- Coordinate quarterly Division Chief meetings and other Department leadership meetings.
- Plan and coordinate spring and fall Division Chiefs Retreats.
- Support meetings and events involving departmental and institutional leadership.
- Coordinate agendas, meeting materials, presentations, logistics, and follow-up items as appropriate.
- Ensure the Chair has necessary background information and materials in advance of meetings.
- Coordinate recognition activities, leadership events, and other Office of the Chair functions.
- Partner with internal teams on Pediatrics Grand Rounds, Research in Progress, and other departmental programs requiring Chair involvement.
- Collaborate with Continuing Medical Education/IPCE partners when appropriate.
3. Executive Communications & Correspondence - 15%
- Support correspondence and communications originating from or requiring review by the Department Chair.
- Coordinate letters of support, commitment, recommendation, reference, recognition, and other executive correspondence.
- Review correspondence for formatting, completeness, accuracy, and consistency prior to Chair approval.
- Facilitate signatures, approvals, submissions, and distribution as appropriate.
- Draft or prepare routine correspondence on behalf of the Office of the Chair.
- Track correspondence requiring Chair action or follow-up.
- Monitor departmental communications, bulletins, calendars, and other resources for information relevant to the Chair.
- Support management and routing of feedback received through the Chair's Suggestion Box and similar communication channels.
4. Chair Preparation, Academic & Professional Support - 15%
- Provide administrative coordination for the Chair's academic, professional, and external responsibilities.
- Coordinate materials and supporting meetings for lectures, presentations, publications, writing projects, and other academic activities.
- Support the maintenance updates to the Chair's curriculum vitae and professional information.
- Coordinate conference and meeting registrations.
- Maintain professional memberships and coordinate renewals.
- Maintain relevant professional contacts, credentials, biographies, and other executive records.
- Track deadlines and administrative requirements associated with professional commitments.
- Coordinate external academic activities, including professional association activities, podcasts, book clubs, publications, and other professional engagements as assigned.
- Assist with travel-related preparation and logistics in coordination with appropriate departmental resources.
5. Executive Relationship & Stakeholder Coordination - 10%
- Serve as a primary administrative liaison between the Chair and key internal and external stakeholders.
- Develop and maintain effective working relationships with administrative and executive partners across the Department, School of Medicine, University of Utah Health, and affiliated organizations.
- Collaborate with Intermountain Children's Health/Primary Children's Hospital teams regarding meetings, events, and joint initiatives.
- Coordinate with philanthropic and foundation partners regarding Chair-related meetings and events.
- Partner with Pediatric Education and residency program teams on events and activities involving the Chair.
- Facilitate communication and scheduling with faculty, trainees, community partners, professional organizations, and external stakeholders.
- Represent the Office of the Chair professionally and exercise appropriate discretion when managing sensitive or confidential matters.
6. Office of the Chair Operations & Administrative Coordination - 10%
- Support effective day-to-day operations of the Office of the Chair and collaborate with departmental administrative colleagues to ensure continuity and follow-through.
- Maintain organized records, executive files, contacts, credentials, and administrative documentation.
- Track requests, commitments, approvals, deadlines, and follow-up items requiring Chair involvement.
- Coordinate gifted tickets, invitations, and other external opportunities received by the Office of the Chair.
- Collaborate with members of the Department's central administrative team on shared responsibilities and Chair-related initiatives.
- Identify opportunities to improve executive office workflows, tracking systems, scheduling practices, and administrative processes.
- Maintain appropriate confidentiality related to personnel, leadership, faculty, institutional, and other sensitive matters.
- Provide backup or collaborative support for Office of the Chair priorities as needed.
- Perform other executive administrative responsibilities consistent with the needs of the Chair and Department.
Knowledge, Skills & AbilitiesThe successful candidate should demonstrate:
- Exceptional organizational and time-management skills.
- Ability to manage a complex executive calendar with multiple competing priorities.
- Strong professional written and verbal communication skills.
- Excellent attention to detail and follow-through.
- Ability to anticipate executive needs and proactively address potential issues.
- Sound judgment and discretion when handling confidential or sensitive information.
- Ability to independently prioritize work and make appropriate administrative decisions.
- Strong interpersonal skills and ability to interact professionally with senior executives, physicians, faculty, staff, trainees, donors, and external partners.
- Ability to coordinate complex meetings and events involving multiple organizations and stakeholders.
- Ability to work effectively in a fast-paced environment where priorities and schedules may change quickly.
- Strong proficiency with Microsoft Office and related scheduling, communication, and collaboration platforms.
- Ability to establish and maintain effective working relationships across organizational boundaries.
DisclaimerThis job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.
Work Environment and Level of Frequency typically requiredNearly Continuously: Office environment.Physical Requirements and Level of Frequency that may be requiredNearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead.
Minimum Qualifications
Bachelor's degree in Business, Finance, Health Care Administration or a related field, or equivalency (one year of education can be substituted for two years of related work experience) required. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.
This position is patient-sensitive and must fulfill all associated requirements. We protect our patients, coworkers, and community by requiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Preferences:
- Bachelor's degree in business administration, healthcare administration, communications, or a related field.
- Three or more years of progressively responsible administrative or executive support experience.
- Previous experience supporting a senior executive, department chair, physician leader, or other high-level organizational leader.
- Experience working in an academic medical center, healthcare organization, higher education institution, or similarly complex environment.
- Demonstrated experience managing complex executive calendars involving multiple organizations, leaders, and competing priorities.
- Experience coordinating executive-level meetings, leadership retreats, conferences, or special events.
- Strong professional writing, editing, proofreading, and correspondence-management skills.
- Demonstrated ability to handle confidential and sensitive information with discretion and sound judgment.
- Experience working independently, anticipating executive needs, and appropriately prioritizing requests with limited direction.
- Strong proficiency with Microsoft Outlook, Teams, Word, PowerPoint, Excel, and other collaborative productivity tools.
- Experience coordinating across multiple departments, organizations, or external partners.
- Demonstrated ability to build effective working relationships with senior leaders, faculty, physicians, staff, and external stakeholders.
- Experience supporting academic activities such as curriculum vitae management, presentations, professional memberships, publications, conferences, or faculty-related activities is preferred.
Special Instructions
Requisition Number: PRN46231B
Full Time or Part Time? Full Time
Work Schedule Summary: Work Schedule:Monday – Friday, 8:00 a.m. – 5:00 p.m. Hours may vary based on operational needs.Opportunities for a hybrid telework schedule may be considered after the initial training period, provided the arrangement is supported by operational needs and individual performance. Telework arrangements are not guaranteed and may be modified or discontinued at any time based on business requirements or performance. Employees approved for hybrid telework must provide their own private workspace, secure internet connection, and demonstrate the ability to work independently.
Department: 00848 - Pediatric Administration
Location: Campus
Pay Rate Range: $56,000 to $68,349
Close Date: 12/16/2026
Open Until Filled:
To apply, visit https://apptrkr.com/9835755"">https://utah.peopleadmin.com/postings/209356
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